Livelink QuickStart for Users

This guide introduces new users to the basic features of Livelink. 1081920.1

Copyright 2003 by Open Text Corporation. The copyright to these materials and any accompanying software is owned, without reservation, by Open Text. These materials and any accompanying software may not be copied in whole or part without the express, written permission of Open Text.Open Text Corporation is the owner of the following trademarks: BASIS, BASIS Desktop, BASIS Techlib, iRIMS, Livelink, Livelink Activators, Livelink Change Agents, Livelink Channels, Livelink Collaboration, Livelink Desktop, Livelink Directory Services, Livelink Discussions, Livelink eLink, Livelink Enterprise Activator, Livelink Explorer, Livelink Forms, Livelink Intranet, Livelink Library, Livelink LiveReports, Livelink MeetingZone, Livelink Notifications, Livelink Offline, Livelink OnTime, LiveLink PDF Forms, Livelink Project Collaboration, Livelink Prospectors, Livelink Remote Cache, Livelink SDK, Livelink Search, Livelink SmartAgent, Livelink Spider, Livelink Tasks, Livelink Workflow, Livelink UNITE, OnTime, Open Text, and WorkSmart. Other trademarks and trade names in the documentation are owned by other companies and are used for product and company identification and information only. All rights reserved. Open Text is the owner of other registered and unregistered trademarks. The above trademark listing is not exhaustive. Open Text Corporation provides certain warranties and limitations in connection with the software that this document describes. For information about these warranties and limitations, refer to the license agreement entered into between the licensee and Open Text Corporation. Written by Cori Rottier.

Contacting UsCorporate Headquarters Open Text Corporation, 185 Columbia Street West, Waterloo, Ontario N2L 5Z5 Canada (519) 888-7111 If you subscribe to our Customer Assistance Program or would like more information about the support program, visit Open Text Customer Support at http://www.opentext.com/services/support.html. If you have suggestions for this publication, send an e-mail message to pubs@opentext.com to contact the Open Text Publications Group. Visit our home page at http://www.opentext.com for more information about Open Text products and services.

italic indicate placeholders.

Examples:

Run setup.exe to start the installation program. Open the Livelink_home/config/opentext.ini file in a text edi tor. Note The placeholder Livelink_home represents the Livelink root directory (directory where Livelink was installed).

Send an e-mail message to support@opentext.com to contact Open Text Customer Support. In the Windows NT Control Panel, double-click the Services icon to open the Services dialog box.Names of user interface elements, such as buttons, links, menus, check boxes, radio buttons, lists, and fields These items appear in bold typeface. Examples:

On the Tools menu, click Search. In the Services dialog box, click Livelink Server : service_name, and then click the Start button. Click the items Functions icon, choose Info, and then choose General. Click the Admin Home link.

Variable placeholders, references to other documents, new or special terminology, and emphasis

These items appear in italic typeface. Examples:

For more information, see the Livelink First-Time Installation Guide. You can scan new documents for content of interest by sav ing your search criteria in a query called a prospector. In your Web browser, go to the default Livelink start page at protocol://host:port/URL_prefix/livelink.exe, where protocol is http or https, host is the DNS name of the HTTP server host, port is the port number on which the HTTP server is lis tening, and URL_prefix is the prefix mapped to the Livelink_home/cgi directory in the HTTP server.

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Items

Convention

References to chapters These items appear in quotation marks. and sections of Examples: documents, and citations of messages displayed to For more information, see Chapter Three, Projects, in the Livelink QuickStart for Users guide. users

For more information, see Item Types in Chapter Five, Livelink Items. For more information, see Item Types, page 150. If the import completes successfully, Oracle displays the message Database import completed without errors.Operating system commands, code examples, feature names, method names, object names, and text typed by users These items appear in a monospaced font. Examples:

In the User Name field, type Admin. At the operating system prompt, type start-llserver, and then press ENTER. When searching for users, you can set the maximum number of users displayed per page by setting the value (default is 30) of the MaxUsersToListPerPage parameter in the [general] section of the opentext.ini file.

Key names

Key names appear in ALL CAPS. Examples:

Press ENTER to start a new line when typing in this field. To select multiple items, hold down the CTRL key while you click the items that you want to select.

Introducing LivelinkLivelink is a Web-based system that organizations use for storing, sharing, managing, and distributing information. Livelink promotes a collaborative work environment and helps people manage information efficiently and effectively. This guide provides a basic overview of Livelinks features and functionality.

Introducing Livelink

Accessing Livelink

Accessing LivelinkYou access Livelink using a Web browser, such as Netscape Navigator or Microsoft Internet Explorer. Your Livelink Administrator provides you with the URL to access Livelink, as well as a user name and password, which are required for you to log in to Livelink. Once you have logged in, your user capabilities depend on the permissions that your Administrator and other users have set on items and Workspaces. For more information about Livelink Permissions, see Chapter 3, Understanding Permissions .

Logging InYour user ID logs you in to Livelink and controls the operations that you perform. To log in to Livelink: 1. 2. Type the Livelink URL in your Web browsers address field. On the User Log-in page, type your log in ID in the Username field.

3. 4.

Type your password in the Password field. Note Your password is case sensitive; enter it exactly as it was given to you. Click the Log-in button.

Livelink QuickStart for Users

Accessing Livelink

Logging OutYou should log out of Livelink every time you finish working to prevent unauthorized users from accessing your information. To log out of Livelink: Tip Choose Log-out on the Tools menu, and then click the Log-out button. When you log out using the above procedure, youre browser window remains open. You can also log out by closing your browser window.

Introducing Livelink

Changing Your Livelink Settings

Changing Your Livelink Settings

You can change your color scheme, Discussion and Workflow settings, Livelink password, and other general settings on the Settings pages. When you modify these settings, you override the settings specified by your Livelink Administrator. To access the Settings pages: Choose Settings on the Tools menu, and then click the tab that contains the information you want to change.

Changing your General Settings

On the General Settings page, you can specify how long you want the New and Modified icons to display for Livelink items, specify the format that Livelink containers appear, select a navigation style, and enable keyboard accessibility. You can also select a default start page, the page that appears when you log in to Livelink. To change your general settings: 1. On the General Settings page, click one of the following pages in the Default Start Page drop-down list: Enterprise, the Enterprise Workspace appears upon logging in to Livelink. Personal, the Personal Workspace appears upon logging in to Livelink.

About Livelink, this page appears upon logging in to Livelink and provides basic information about Livelink features and functionality. 2. Click one of the following views in the Default View of Items drop-down list: Detail, displays small icons in a single column and includes information for each item. Small Icon, displays small icons in two columns. Large Icon, displays large icons in four columns.

Livelink QuickStart for Users

Changing Your Livelink Settings

3. 4.

If you are in the Detail View, select the show item descriptions on Detail View check box to display item descriptions. Click one of the following in the Navigation Style drop-down list: Hyperlinked Trail, shows the system path to an obect in a horizontal trail that includes the objects name, and its Type and Functions icons. Drop-down List, shows the system path to an item in a drop-down list. This option only appears if the Livelink Administrator has allowed users to override the default navigation style. Note

5.

To specify the number of days the New and Modified icons appear next to an item after it is added or changed, click a number in the New Indicator Duration and Modified Indicator Duration drop-down lists.

6. To navigate through Livelink using keyboard commands, instead of the Java-based menus, which require the use of a mouse, select the Keyboard Accessible Menus check box. 7. Click the Update button. For specific information on Livelink items, Workspaces, and Livelinks navigational elements, see Working with Common Livelink Elements, page 16.

Changing Your Livelink Color Scheme

You can customize the appearance of Livelink by modifying the color scheme. To change Livelinks color scheme: 1. On the Color Settings page, select a color for Row 1 and Row 2 by clicking the appropriate radio buttons.

2.

Do one of the following: Click the Preview button to view your color settings. Click the Update button to finish.

Introducing Livelink

Changing Your Livelink Settings

Setting Your Discussion Preferences

On the Discussion Settings page, you can set posting and reply preferences, and viewing options, which types of items appear, how far back in time you want to view items, and in which view you want the items to appear. Decide whether you want to see a nested view, which displays replies indented below messages, or a report view, which displays all messages and replies in a simple list format. For more information about Livelink Discussions, see Discussions, page 48. To set your Discussion preferences: 1. On the Discussion Settings page, click the length of time that old messages can appear by default in the Default Period From drop-down list.

2.

Click one of the following in the Default View drop-down list: Nested View, which displays Topic and Reply information. Report View, which displays the Topic and Reply information in column headings, instead of indented lines of text.

3. Click the Topics Only, Unread Only, or All radio button to set which messages you view by default. 4. If you do not want Livelink to use the first portion of your comments as the subject of a posted Topic when you leave the subject line blank, clear the Use Content Summary as Subject check box.

5. If you do not want Livelink to automatically enclose the text of your replies in quotation marks, clear the Quote Comments check box. 6. If you do not want Livelink to display threads, Discussion Topics or Replies, adjacent to the Topics and Replies to which they relate, clear the Show Threads in Context check box. 7. Click the Update button.

Livelink QuickStart for Users

Changing Your Livelink Settings

Modifying Workflow Settings

Livelink Workflows enable Livelink users to create and participate in automatically executing work processes. For example, you can create a Workflow that processes requests for vacation time. If you plan to be out of the office or otherwise unavailable, you can designate a Workflow proxy to complete any Workflow steps that are assigned to you while you are gone. For more information about Livelink Workflows, see the Livelink User Online Help. To change your Workflow settings: 1. If you want the next step that is assigned to you to appear on your Assignments page, select the Display next immediate step assigned to me check box.

2.

Click one of the following in the Default Page drop-down list: General, displays when you access the Workflow assignment. Overview, displays an overview page of the entire work package.

3.

To set your Workflow proxy, do the following: Click the Choose User or Group icon .

In the Select Proxy window, click one of the search methods in the Search dropdown list. Type your search term in the starts with field. Click the Find button. Livelink performs a case-insensitive starts with search. For example, typing van in the Last Name field displays information about Livelink users whose last name begins with a V (capital) or v (lowercase). A blank field retrieves all records of the search term.

Introducing Livelink

Changing Your Livelink Settings

Click the Select link of the Livelink user or group you want to set as your proxy when you are unavailable. 4. To determine which initiated Workflows appear on the Workflow Status page, click one of the following in the Relationship drop-down list: 5. 6. All, displays every initiated Workflow that a user has the permission to see. Initiated, displays only Workflows that are initated by the user. Managed, displays only Workflows managed by the user.

Click either the Not Archived or Archived radio button to determine which Workflows appear on the Workflow Status page. If you want to further limit the Workflows that appear, click the Advanced icon next to whichever radio button you selected in Step 5, and then do the following: Click a criterion type in the Action drop-down list. The options that appear depend on whether you are limiting Archived or Not Archived Workflows. The parentheses allow you to build complex arguments, for example:(Status = OK OR Status = Completed) AND Due Date > 07/05/2001

7. 8. 9.

Click the Submit button.

Click the method you want Livelink to use to sort Workflows on the Workflow Status page in the Sort Order drop-down list. To specify a maximum number of Workflows that can appear on a single page, type a number in the Workflows per page field. Click the Update button.

Livelink QuickStart for Users

Changing Your Livelink Settings

Changing Your Password

After you log in to Livelink, you can change your password. Note Your Livelink Administrator can specify requirements for passwords, such as requiring alpha numeric characters, these requirements still apply when you reset your password. If you forget the requirements or your password, you must contact your Livelink Administrator.

To change your Livelink password: 1. On the Password Settings page, type your current password in the Current Password field.

2. 3. 4.

Type your new password in the New Password field. Retype your new password in the Verify Password field. Click the Update button.

Introducing Livelink

Changing Your Livelink Settings

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Livelink QuickStart for Users

Chapter 2

Working with Livelink

Livelink is made up of various Workspaces; the most widely used Workspaces are the Enterprise, Personal, and Project Workspaces. Each Workspace is used to manage different types of information and provides various tools to make the work you do easier. This chapter describes the three principle Workspaces, introduces you to the appearance of Livelink, and provides you with an overview of the types of items and tools that appear throughout the Livelink enviroment. Note Because your Livelink Administrator can modify the configuration of Livelink and set permissions to limit the functions that you can perform, your Workspaces may not appear exactly as they do in this guide. For more information about Permissions, see Understanding Permissions, page 29.

Working with Livelink

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Understanding Livelink Workspaces

Understanding Livelink Workspaces

Each Workspace has unique characteristics, but the basic architecture and navigational elements are the same. A Workspace is a container that serves as a storage area for items. The Enterprise and Personal menus are located in the upper right corner of Livelink pages. Other Workspace menus, such as the Project menu, only appear when you are inside a particular Workspace.

Enterprise WorkspaceThe Enterprise Workspace is known as the public storage area of Livelink. It is a central repository used to store information and other Livelink items that are available to all Livelink users.

Personal WorkspaceYour Personal Workspace is a container over which you have complete control. You have full permissions on this Workspace, which means you can perform all general Livelink functions such as add, modify, and delete items. You can also customize the appearance of the Workspace and organize its content to best suit your needs and interest. You can access your Personal Workspace on the Personal menu. From this menu, you can also view the following pages that contain information specific to you: My Assignments, displays a list of Workflow and Task List Tasks that are assigned to you. My Discussions, displays a list of all the Discussions that you have permission to see. My Favorites, displays shortcuts to all items that you have classified as favorite. My Groups, displays every group for which you are a member.

My Profile, contains a General and Personal tab that provides information about yourself. News, contains all News Channels that you have permission to see. My Projects, displays all Projects for which you are a member.

Recommendations, displays items and users that the system determines might be useful to you. My Reports, contains the following tabs by default: LiveReports, which contains a list of database queries MyQueries, which contains saved search queries MySnapshots, which contains saved search result pages

My Reserved Items, displays all items that are reserved by you or a group for which you are a member. My Search Templates, displays the search templates that you have created.

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Livelink QuickStart for Users

Understanding Livelink Workspaces

Task Lists, displays every Task List that you have the permission to see. Workflow Status, displays every Workflow that you have the permission to see.

Project WorkspaceProject Workspaces, like the Personal and Enterprise Workspace, allow you to store information that is directly related to the Project in one location. A Project Workspace can contain the same items as other Workspaces. For more information about Livelink Projects, see Working with Projects, page 55.

Personalizing a WorkspaceFor information about changing the color scheme and other settings, see Changing your General Settings, page 4.

Creating a Custom View

You can customize the appearance of Workspaces by creating a Web page that includes text, images, and links, and then adding it to a container. The Web page will appear at the top of the Workspace, just below the global and Add New Item menus. The custom view feature supports files written in HTML, JavaScript, VBScript, and Java applets. To add a custom view to a Workspace: 1. 2. 3. Tip Create a Web page and save it with an HTML file extension. Add the images that are referenced in the HTML file to the Workspace. Add the HTML file, as a Document, to the container, and name it customview.html. You can add images directly to the Workspace or to a separate Folder. Remember to update the links in the web page if you move the image from its original location. You can hide the HTML Document and any associated images from view by clicking the Functions icon, choosing Configure, and then clicking the Hidden radio buttons for each item you want to hide.

Working with Favorite Items

You can store shortcuts to Livelink items that you frequently use on your Favorites page. To make an item a Favorite: 1. 2. Tip On the Favorites page, click the Add New Favorite button .

Navigate to the item you want as a Favorite, and then click its Select link. You can also make an item a Favorite by clicking an items Functions icon, and then choosing Make Favorite.

Working with Livelink

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Understanding Livelink Workspaces

Configuring Tabs on a Personal Page

You can add, edit, and organize the tabs for most of the pages in your Personal Workspace. To add a tab: 1. 2. 3. 4. Choose the page to which you want to add a tab on the Personal menu. Click the Configure Tabs button Click the Add Tabs button . .

Type a name for the tab in the Tab number field.

5. 6.

To set the tab to apear in the front most position when you access the page, click the Default radio button. Click the Submit button.

To remove a tab: 1. 2. 3. 4. Choose the page for which you want to remove a tab on the Personal menu. Click the Configure Tabs button Click the Submit button. . For each tab you want to remove, select the Remove check box.

To edit and organize tabs: 1. 2. 3. 4. 5. Choose the page for which you want to edit and organize the tabs on the Personal menu. Click the tab that contains the items you want to organize. Click the Edit/Organize button Click the Submit button. . For each item, click the tab where you want it to appear in the drop-down lists.

Editing Your Personal Profile

User information is stored in two tabs of the the User info page: General, which contains the users log-in name, password, contact information, and privileges.

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Livelink QuickStart for Users

Understanding Livelink Workspaces

Personal, which contains personal information, such as a photograph, birthday, personal interests, and home contact information. Note You must have the Edit Self privilege for a tab in order to change your personal information. The Edit icon To edit user information on the Personal tab: 1. 2. 3. 4. 5. 6. Choose My Profile on the Personal menu. Click the Personal tab. To add a photo, click the Browse Livelink button, navigate to the photo, and then click its Select link. Click Male or Female in the Gender drop-down list. Click a month and a date in the Birthday drop-down lists, and then type a year in the text field. Type an e-mail address in the Alternative E-mail field. indicates that you have that privilege.

7. Type any personal contact information in the Home Address, Home Phone, Home Fax, Cellular Phone, and Pager fields. 8. 9. Type URLs in the My Homepage and My Favorite Links fields. Type a description of interests in the Interests field.

10. Click the Update button.

Working with Livelink

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Working with Common Livelink Elements

Working with Common Livelink Elements

Every Livelink page is an HTML document with common interface elements. These elements appear throughout the Livelink environment.

Navigating LivelinkLivelinks navigational elements enable you to perform Livelink functions and manuever through Workspaces quickly and easily using your mouse. Figure 2-a and the corresponding list provide an overview of the most common Livelink elements.

Figure 2-a: Commonly used Livelink elements.

1.

Global MenusThese menus appear on almost every page in Livelink. Certain Workspaces and Livelink modules include thier own global menu, such as Projects and Task Lists. However, the following four menus always appear: Personal, allows you to access your Personal Workspace and information pages. Enterprise, allows you to access the Enterprise Workspace and the Users and Groups page. Tools, allows you to search Livelink, log out, and modify your Livelink settings. Help, allows you to access Livelink's context sensitive help (help for individual pages) and the Table of Contents (all help pages in Livelink). You can also view the About Livelink page, and send feedback to the Livelink Adminstrator via email. For more information about using the online help, see Accessing Online Help, page 74.

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Livelink QuickStart for Users

Working with Common Livelink Elements

2.

Quick Links Two hyperlinks appear below each global menu, and are used as shortcuts to a global menu item.

3.

Add New Item Menu This menu appears in every Workspace or container where you have the Add Item permission. You add items to Livelink by choosing them on this menu. You can also add Folders and Documents by clicking the Add Document icons next to the Add New Item menu. and Add Folder

4.

Functions Icon This icon appears beside every item and enables you to perform operations on the item based on your permissions. For more information about the items you can perform using the Functions icon, see Using the Functions Icon, page 21.

5.

Multiple Browse Views Multi-Browse views enable you to change your default view of items in Folders, Compound Documents, and the Personal, Enterprise, and Project Workspaces. For more information about Multiple Browse Views, see Working With Different Views, page 18.

6.

The Search Bar You can locate items anywhere in Livelink by typing a word or phrase in the Search Livelink text field, and then clicking the Go button. For more information about searching in Livelink, see Searching Livelink, page 25.

7. Navigation Systems The following types of navigation systems are available: Drop-down List, shows the system path to an item in a drop-down list, and appears by default. You can navigate to a level above your current location by clicking the Up One Level icon location in the drop-down list. , or you can move to a higher level by clicking a

Hyperlink Trail, shows the system path to an item in a "trail" that includes the item's name, its associated image, and a Functions icon. You can navigate to levels above your current location by clicking a link in the trail.

Note

The Administrator sets the navigation system for the entire Livelink community. If the Administrator allows users to override the navigation system, you can choose either navigation style on the My General Settings page.

Working with Livelink

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Working with Common Livelink Elements

8.

Featured Items Featured Items appear in a separate section. If you are inside a Project, Sub-Projects will appear in the location where Featured items normally appear, and the section will be titled Sub-Projects. For more information about Featured items, see Classifying Featured Items, page 20.

9.

Hyperlinked Item Names Every Livelink item name is linked, which enables you to browse a container or open an item to view its contents.

Keyboard Accessible Menus

You can also use a keyboard accessible menu to navigate through Livelink. This type of menu enables you to move through Livelink using your keyboards up and down arrows instead of clicking icons and hyperlinks. To learn how to enable keyboard accessible menus, see Changing your General Settings, page 4.

Working With Different Views

Multi-Browse functionality enables you to change the way items appear in the Personal, Project, and Enterprise Workspaces, and in Folders and Compound Documents. You can change the default view for all of Livelink on the My General Settings page, for more information, see Changing your General Settings, page 4. You can modify the view for individual pages, by clicking one of the following buttons: Detail View , displays icons in a list and includes additional information such as an items name, size, and modified date (which you can sort by clicking the appropriate column headings). When you are in Detail View, you can copy, move, and delete multiple items, and show item descriptions. Large Icon View icons. Small Icon View icons. , displays small icons in two columns. The items name appears and Modified , displays lare icons in four columns. The items name appears and Modified

under its icon with the Functions icon, and if applicable, the New

under its icon with the Functions icon, and if applicable, the New

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Livelink QuickStart for Users

Working with Common Livelink Elements

Working with Livelink items

Table 2-1 provides a list of items and thier associated icons that are common throughout Livelink Workspaces. Table 2-1: Livelink Items and IconsIcon Icon Name Modified Icon New Icon Up One Level Icon Alias Icon Generation Icon Personal Volume Icon or Ascending or Descending Sort Icon Reserved Icon Paperclip Icon Folder Text Document Microsoft Word Document Microsoft Excel Spreadsheet HTML Document Compound Document Description Indicates a recently changed item Indicates a recently added item Enables you to navigate to higher levels in the Livelink hierarchy Indicates the item is an Alias (or shortcut) to the original item Identifies the item as a Generation (locked version) Identifies the location or container as your Personal Workspace Enables you to sort items in ascending or descending order (alphabetical and numerical) Indicates an item is reserved Indicates an attachment A container that stores Livelink items An unformatted Text Document A Microsoft Word document A Microsoft Excel document An HTML document A container that stores multiple Documents (such as chapters of a book), Aliases, Generations, and other Compound Documents in sequential order A Web pages address A container for storing and publishing news items An article published by means of a Channel or News Player

URL Channel News Item

Working with Livelink

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Working with Common Livelink Elements

Table 2-1: Livelink Items and Icons

Icon Icon Name Project Discussion Topic Reply Task List Task Workflow Map Query Snapshot Description A Workspace for teams to share information A set of related Topics and Replies about a particular subject The beginning of a thread in a Discussion The continuation of a thread in a Discussion A group of Tasks An assigment for a Livelink user or group A structured work process A stored set of search criteria that can be reexecuted A stored set of search results. Displaying the Snapshot does not re-execute the search that produced it. A container that stores attribute values A report that lists statistics and other information about the Livelink database. LiveReports are generated by SQL commands that return information about the data stored in the database.

Category LiveReport

Classifying Featured Items

When you want Livelink items to stand out, you can specify them as Featured items. These items appear above the other items in a separate section. Featured items display as large icons and are arranged into four columns, except in Sub-Projects, where the item displays as a small Icon. You can add Featured Items to any Livelink Workspace, Folder, or Compound Document. To add a Featured item: 1. Do one of the following: Click the Edit icon in the upper right corner of the page.

Click an items Functions icon, and then choose Configure.

2. Click the Featured radio button for each item you want to classify as Featured, and then click the Update button.

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Livelink QuickStart for Users

Working with Common Livelink Elements

Moving, Copying, and Deleting Livelink Items

You can modify single items by clicking an items Functions icon, and then choosing Move, Copy, or Delete. If you are in the Detail View, you can modify multiple items at one time by selecting the check box next to each item you want to modify, and then clicking the Move, Copy, or Delete button.

Using the Functions Icon

The Functions icon is a menu that is located next to every Livelink item. The functions that can be performed vary, depending on the Livelink item type and the permissions you have on the item. For more information, including descriptions of functions not described in this guide, see the Livelink User Online Help. If you use Livelink on a Macintosh computer, see the topic Info for Macintosh Users, in the Livelink User Online Help. You can perform the same functions on many Livelink items. This section uses Documents as the primary example.

Viewing an ItemWhen you view an item in Livelink, you see an HTML version of it generated by Livelink. For this reason, certain formatting attributes of the original Document may be lost. However, viewing is often the quickest way to view a Documents content. To view a Document: 1. Click the Documents name. Livelink converts the Document to HTML format and displays it in your browser window. 2. To return to the previous page, click the browsers Back button. If the message Unable to convert displays, the file may be in a format that Livelink cannot display. In this case, try fetching the Document, as described in the following section. Note

Fetching an ItemFetching allows you to open or save a Document from Livelink using its native application. The way your Web browser handles a Document that you fetch depends on the files format and the settings of your Web browser. If you experience problems fetching items, contact your Livelink Administrator. Note For some Document types, Microsoft Internet Explorer opens the Document in a formatted browser window instead of its native application.

To fetch a Document: 1. Click the Documents Functions icon, and then choose Fetch.

Working with Livelink

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Working with Common Livelink Elements

Downloading an ItemTo download a Document: 1. 2. Click the Documents Functions icon, and then choose Download. In the File Download window, do one of the following: To open the Document without saving, click the Open button. To save the Document to your computer, click the Save button, navigate to the location you want the Document saved, and then click Save.

Reserving an ItemWhen several Livelink users work with the same item, the reserve function prevents them from revising it at the same time. If you have the Reserve permission, you can reserve Documents, Compound Documents, and Workflows. You can reserve these items individually or by group name. When you reserve an item, you can download a copy to your local computer. When an item is reserved, others can still view, fetch, or download it, but they cannot add a new version to Livelink. Only the Livelink user or group who has the item reserved can unreserve it or add a new version of it to Livelink. The reserved icon appears next to the Document, indicating that it is reserved. On the Documents General Info page, the Reserved by field contains the Livelink user or group name under which it is reserved. To reserve a Document: 1. Click the Documents Functions icon, and then choose Reserve. 2. Click the name of the Livelink user or group that is reserving the Document in the Reserve By field.

3. 4.

Click the Download link to download a copy of the Document. Click the Submit button.

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Livelink QuickStart for Users

Working with Common Livelink Elements

Unreserving an ItemIf you made changes to the item while it was reserved, you can add the revised version to Livelink when you unreserve it. To unreserve a Document: 1. Click the Documents Functions icon, and then choose Unreserve. 2. To add a new version of the Document, select the Add New Version check box, and then do the following: To add a description for the new version, type it in the Description field. Click the Browse button, navigate to the Document you are uploading, and then click the Open button. To modify the Categories or Attributes associated with the Document, click the Edit button. For more information about Categories and Attributes, see the Livelink User Online Help.

3.

Click the Submit button.

Rating an ItemRecommendations and ratings help you locate and retrieve information in Livelink. They also give you a method with which to provide feedback about the information you find. To rate a Document: 1. 2. 3. 4. In the Enterprise Workspace, click a Documents Functions icon, and then choose Rate It. On the Ratings Info page, click a rating for the Document in the Rating drop-down list. To include a comment with your rating, type it in the Comment field. To include an explanation with your rating, type it in the Explanation field.

Working with Livelink

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Working with Common Livelink Elements

5. Tip

Click the Submit button. You can also access the Ratings Info page by clicking a Documents Functions icon, choosing Info, and then choosing Ratings.

Viewing Information about an Item

Information about every Livelink item appears on the items Info pages. To access an Info page, click an items Functions icon, choose Info, and then choose the info type you want to view. Once you access an Info page, click a tab to view another type of information.

Info TypesAn items Info page contains several tabs, each containing different types of information. The Info pages for different types of Livelink items vary. Table 2-2 describes the tabs that appear on the Info pages of an item. For more information about Info pages, see the Livelink User Online Help. Table 2-2: Info Page TabsInfo Page General Description Displays information common to all Livelink item types. If you have the Modify permission for the Document, you can update the Name and Description fields, change where information about the Document appears, and whether or not certain types of information appear at all. Displays information unique to the item type. For a Document, this includes the Current Version number, Max. Versions, and MIME Type fields. The MIME type is stored with every Document in Livelink to tell the browser what type of file it is. If you have the Modify permission for the item, you can update the Max. Versions and MIME Type fields. Displays a log of operations affecting the item, dates when the operations occurred, and displays the name of the user who executed the operation. Typical events include Create, View, and Version Fetched. Your Livelink Administrator configures all audit settings. Lists the custom Categories that are applied to this item. Your Livelink Administrator defines each Category by adding one or more attributes to it. Lists an items aliases and generations.An alias is a shortcut to an item stored n Livelink. A generation is a locked version of an item. You cannot revise or delete a generation. Lists information about each of an items versions. By default, Livelink saves all versions of items added to Livelink. If you have the Delete Versions permission for an item, you can specify a maximum number of versions to keep, and Livelink will purge the older versions.

Specific

Audit

Categories

References

Versions

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Livelink QuickStart for Users

Searching Livelink

Searching LivelinkYou search Livelink to locate Documents, Folders, and other Livelink items. Your search can be as basic as finding similar items in a Workspace, or it can be constructed as a query, which is a set of search criteria that contains keywords, a complex query constructed with the Livelink Query Language, a question (natural language query), or any combination of these. For more information about queries, see the Livelink User Online Help. You access Livelink Search on the Search bar, which appears on most Livelink pages, or on the Livelink Search page. The Search bar allows you to execute a simple search, while the Search page allows you to build a more complex query. Note When you perform a search, the results are filtered so only the items for which you have the permissions to view appear on the Search Results page.

Basic SearchingFinding items that are similar to another item in a Workspace or on the Search Result page is the simplest way to search Livelink. When you search for similar items, Livelink returns a list of items that contain all or any of the five most unique key phrases (recurring words and word combinations) of the original item. If the original item has no key phrases, Livelink returns a list of the items that contain all or any of the words from the title of the original item. Note Finding items that are similar to another item in a Workspace may produce different results than searching for items that are similar to another item on the Search Result page.

To find a similar item: 1. 2. 3. Click the Functions icon, and then choose Find Similar. Type the term or phrase you want to search for in the Search Livelink release number for field. Click the name of the index you want to search in the drop-down list. Click the Go button. To search Livelink from the Search bar:

Advanced SearchingFor more information about advanced searching, see the Livelink User Online Help. To search Livelink from the Livelink Search page: 1. Do one of the following: Choose Search on the Tools menu. Click the Advanced link on any Livelink Search bar.

Working with Livelink

25

Searching Livelink

2. To change the way your search results display, click the Display Options button, modify any options, and then click the Save button. 3. To type search criteria in the form of a question, click the Natural Language Query link.

4. To choose a slice (subset of the index) to search, click the Scope link. If you do not specify a slice, Livelink searches the current version of all items in the Enterprise Index. The list of available slices may include the following, plus any custom slices created by your Administrator. Enterprise, which searches the most recent version of all items in the entire Enterprise Workspace. Enterprise [All Versions], which searches all versions of all items in the entire Enterprise Workspace. 5. Help, which searches the Livelink User Online Help. To see the lists and fields for searching system attributes, and to choose the search criteria from these fields, click the System Attributes link. Attributes are metadata, they contain information about Livelink items, such as the user name of the owner of an item or the date that the item was created. To see the Custom Categories lists and fields of search criteria, click the Categories link, click a Category in the drop-down list, and then choose a Category from the drop-down list below it.

6.

7. To search for XML content and select an XML DTD (document type definition) that specifies the regions you want to search, click the XML Types link. 8. To specify the method in which Livelink resolves your query, click a method in the Look For drop-down list. 9. To expand your query, click a modifier in the Modifier drop-down list.

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Searching Livelink

10. To minimize your query by searching only content (the information contained within items, such as the text of a Document) or metadata, click a search item in the Within drop-down list. 11. Type words or other search criteria in the Search field. 12. Click the Search button. The Search Result page displays the results ranked in order of relevance. You can view the items on a Search Result page by clicking its link. You can perform other functions the items by clicking an items Functions icon.

Working with Livelink

27

Searching Livelink

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Livelink QuickStart for Users

Chapter 3

Understanding PermissionsPermissions are the rules that define which users have access to different items in Livelink. Your permissions, as an individual user or a member of a group, determine if you can see and open, modify, delete, or change the permissions on certain items. By defining the appropriate permissions for your systems users and groups, the information inside Livelink is protected. Note Like permissions, privileges also define what a user can do in Livelink. However, permissions govern access to individual items, privileges apply to the Livelink system as a whole. For example, the ability to log in to Livelink is a privilege, as is the ability to add new users.

Understanding Permissions

29

Defining Permissions

Defining PermissionsEvery item in Livelink has a record stored in the Access Control List (ACL). An items ACL determines which Livelink users and groups can access the item.When the user accesses the item, the ACL defines the users permissions for the item. Most often, the ACL of an item is based on the permissions of the container to which it is added. Initially, every item stored in Livelink has the following permissions: Owner , the user that initially added the item to Livelink. Ownership of an item can transfer from one user or group to another. Owner Group , the item owners default group.

Public Access , specified when a user is created. If an item is Public Access Enabled, all users with the Public Access permission can view the item. You can modify an items Public Access status on the Permissions page. You can access the ACL for an item on its Permissions page, which lists the users and groups that have access to the item. When you click a user or groups link, you can see the specific permissions for that user or group, as shown in Figure 3-a. To view an items Permissions page: Click the Functions icon, and then choose Permissions. You can only access this page if you have the Edit Permissions permission. Note

Figure 3-a: The Permissions page.

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Defining Permissions

Basic Work Item Permissions

Basic Work Item permissions apply to Channels, Discussions, and Task Lists. The items that reside in these containersNews, Topics and Replies, and Tasksdo not have their own permissions; they inherit their permissions from the container in which they reside. Table 3-1 describes the four Work Item permissions that apply to Channels, Discussions, and Task Lists: Table 3-1: Basic Work Item PermissionsPermission None Read Write Administer Description You cannot see the item anywhere in Livelink (including a Livelink Search). You can view the item. You can view and edit the item. You have full access to the item, including read, write, and delete capabilities. You can also edit the items permissions.

Note

Permissions for Task Lists behave in a slightly different manner than Channels or Discussions. For more information about Task List permissions, see the Livelink User Online Help.

Document Management Permissions

Document Management permissions are more complex than Work Item permissions because permissions vary between different Document Management items. Document Management permissions apply to Documents, Compound Documents, Folders, URLS, Polls, Queries, Forms, Workflow Maps, Aliases, LiveReports, and Generations. Table 3-2 describes the different types of Document Management permissions: Table 3-2: Document Management PermissionsPermission See See Contents Modify Edit Permissions Edit Attributes Add Items Description You can see an item inside a container, but cannot access its contents. You can see the item and its contents. You can rename the item and modify some of its properties. You can change other users and groups permissions on items. You can assign a Category to an item, modify that Category, and modify its Attributes. You can add items to a container. This permission is only available for container items, such as Folders and Compound Documents.

Understanding Permissions

31

Defining Permissions

Table 3-2: Document Management Permissions

Permission Delete Versions Description You can delete versions of the item. The Delete Versions permission is only available for items that have Versions, such as Documents, Compound Documents, Workflow Maps, Categories, and Project Templates. You can delete the item. You can reserve, modify, and unreserve an item. You can also add versions to the items you unreserve. This permission is only available for items that can be reserved.

Delete Reserve

All Document Management permissions are nested within the See permission, which means that if you do not have the See permission, you cannot perform any other functions. Similiarly, the Edit Permissions, Edit Attributes, Add Items, and Delete Versions permissions are nested within the Modify permission, and the Delete and Reserve permissions are nested within the Delete Versions permission.

Figure 3-b: Hierarchy of Document Management Permissions

Role-based PermissionsRole-based permissions apply to certain roles in a Project, such as Coordinators, Members, or Guests. Each role has set of specific functions that they can perform. For more information about Project roles, see Project Roles, page 56.

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Chapter 4

Working with Documents and Folders

Documents are used to share knowledge and keep track of important information, such as meeting notes and reports. You use Folders to organize the Documents and other items that you add to Livelink. For more information about types of Livelink items, see Working with Livelink items, page 19.

Working with Documents and Folders

33

Adding a Folder

Adding a FolderYou can add a Folder to any container where you have the Add Item permission. To add a Folder: 1. Do one of the following: 2. 3. Click the Add Folder button next to the Add New Item menu.

Choose Folder on the Add New Item menu.

To provide a name for the Folder other than the default name, type it in the Name field. To add a description of the Folder, type it in the Description field.

4. To change the Folders icon, click the Select button, and then click an icon in the window that appears. 5. To modify the Categories or Attributes associated with the Folder, click the Edit button. For more information about Categories and Attributes, see the Livelink User Online Help. To add the Folder to a different location, click the Browse Livelink button, navigate to the container, and then click its Select link. Click the Add Item button.

6. 7.

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Livelink QuickStart for Users

Adding a Document

Adding a DocumentYou can add any type of file anywhere in Livelink that you have the Add Item permission. The stored file includes all of the attribute information, such as the file size, the date it was created, and the date it was last modified. To add a Document: 1. Do one of the following: 2. 3. 4. 5. Click the Add Document button next to the Add New Item menu.

Choose Document on the Add New Item menu.

To provide a name other than the file name, type it in the Name field. To add a description of the Document, type it in the Description field. Click the Browse button, navigate to the file, and then click the Open button. To modify the Categories or Attributes associated with the Document, click the Edit button. For more information about Categories and Attributes, see the Livelink User Online Help. To add the Document to a different container, click the Browse Livelink button, navigate to the container, and then click its Select link. Click the Add Item button.

6. 7.

Adding a Text Document

You can add a Text Document anywhere in Livelink that you have the Add Item permission. A Text Document is a plain-text document that you can create directly in Livelink. Warning Netscape Navigator browsers do not accept text files larger than 8 kilobytes. Any text that you enter beyond this limit will be lost when you add the Document to Livelink.

To add a Text Document: 1. 2. 3. 4. 5. 6. Choose Text Document on the Add New Item menu. To provide a name other than the default name, type it in the Name field. To add a description of the Text Document, type it in Description field. Type text in the Text field. Click the type of text in the MIME Type drop-down list. A MIME type (Multipurpose Internet Media Extensions) tells a Web broswer what kind of file it is handling. To modify the Categories or Attributes associated with the Document, click the Edit button. For more information about Categories and Attributes, see Livelink Online Help.

Working with Documents and Folders

35

Adding a Document

7. 8.

To add the Document to a different container, click the Browse Livelink button, navigate to the container, and then click its Select link. Click the Add Item button.

Adding a Compound Document

A Compound Document is a container used to store a group of related Documents. However, you can only add Text Documents, Aliases, and other Documents and Compound Documents to a Compound Document. To add a Compound Document 1. 2. 3. 4. Choose Compound Document on the Add New Item menu. To provide a name other than the default name, type it in the Name field. To add a description of the Compound Document, type it in the Description field. To modify the Categories or Attributes associated with the Compound Document, click the Edit button. For more information about Categories and Attributes, see the Livelink User Online Help. To add the Compound Document to a different container, click the Browse Livelink button, navigate to the container, and then click its Select link. Click the Add Item button.

5. 6.

Reordering Items in a Compound Document

As you add items to a Compound Document, Livelink numbers them sequentially in ascending order. You can reorganize these items to appear in any order. If you want a Document or Text Document to always appear at the top of the list, you can set it as the Master Document. A Master Document usually includes information that helps the reader quickly locate information, such as directions, a table of contents, or an index. Note If you want to organize items in a Compound Document that is inside another Compound Document, you must be in the Compound Document that you want to organize.

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Livelink QuickStart for Users

Adding a Document

To reorder items in a Compound Document: 1. Click the Compound Documents Functions icon, and then choose Reorganize. 2. Type an integer in each items New text field to determine the order it appears in the list.

3. To designate a Document or Text Document as the Master Document, select its Master Document check box. 4. To set Livelink to automatically resequence the other items in the Compound Document, select the Sequential Numbering check box. 5. Click the Update button.

Viewing a Compound Document Outline

A Compound Document outline shows the hierarchical sequence of items inside a Compound Document. You can view a Compound Document outline by clicking its Functions icon, and then choosing Outline.

Figure 4-a: Outline of the items inside a Compound Document

Working with Documents and Folders

37

Adding a Document

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Livelink QuickStart for Users

Chapter 5

Working with Tasks

Livelink Task Lists allow you to manage and track the details of individual and collective work assignments. A Task List contains all Tasks, Sub-Tasks, Milestones, and Groups associated with it. When a Task List is added to a Folder or another Workspace, it can be viewed only by users with the proper permissions. Using a Task List to manage assignments in a Project is especially useful because it helps keep Project Participants informed of a Tasks status. All Project Particpants can check a Projects Task List to find out when the status of a Task is changed, a Milestone is reached, a deliverable is delayed, or an issue is addressed. Once a Task is assigned to you, it displays on your My Assignments page, which you access by choosing Assignments on the Personal menu.

Working with Tasks

39

Adding a Task List

Adding a Task List

To add a Task List: 1. Do one of the following: Click Task List on the Add New Item menu. Choose Task Lists on the Personal menu, and then click the Create Task List button 2. .

To add a name other than the default name, type it in the Name field.

3. 4.

To add a description of the Task List, type it in the Description field. To modify the Categories or Attributes associated with the Task List, click the Edit button. For more information about Categories and Attributes, see the Livelink User Online Help. To add a Task List to a different container, click the Browse Livelink button, navigate to the container, and then click its Select link. Click the Add Item button.

5. 6.

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Livelink QuickStart for Users

Task List Workspace

Task List Workspace

Once you have created a Task List, you can add Tasks, assign Milestones, and organize your work by grouping Tasks together. When you are inside a Task List, the Task List menu appears next to the Personal menu.

Adding a Task to a Task List

Tip Before you create a Task, you may want to create a Milestone. It is easier to assign a Milestone to a Task while you are creating it. For more information about Milestones, see Adding a Milestone, page 43.

To add a Task to a Task List: 1. 2. 3. Click the Task List to which you want to add a Task. Click Task on the Add New Item menu. To provide a name other than the default name, type it in the Name field.

4.

To assign the Task to a specific Livelink user, do the following: Click the Choose User or Group icon .

Click a method to search by in the Search drop-down list.

Working with Tasks

41

Task List Workspace

5. 6.

Type your search term in the starts with field. Click the Find button. Click the Select link for the user or group to whom you want the Task assigned.

Click a month, day, year, and time in the Start Date and Due Date drop-down lists. Click High, Medium, or Low in the Priority drop-down list.

7. Click Pending, In Process, Issue, On Hold, Completed, or Cancelled in the Status drop-down list. Note 8. 9. Note For information about status values, see Table 5-1, below. For more information about Milestones, see Adding a Milestone, page 43. To add a Milestone to the Task, choose one from the Milestone drop-down list. To provide instructions for completing the Task, type them in the Instructions field.

10. To provide comments about the Task, type them in the Comments field. 11. To attach another Livelink item, click the Browse Livelink button, navigate to the item, and then click its Select link. 12. To attach a file from your desktop, click the Browse button, navigate to the file, click its name, and then click the Open button. 13. To modify the Categories or Attributes associated with the Task List, click the Edit button. For more information about Categories and Attributes, see Livelink Online Help. 14. Click the Add Item button. Table 5-1: Task Status ValuesTask Status Pending In Process Issue On Hold Completed Cancelled Description Work on the Task has not yet begun. Work on the Task has begun. Progress on the Task is at issue because of a setback or decision that must be made. Describe the issue in the Comments field. The Task is on hold because of a decision to temporarily stop work on the Task. The task is finished. The task no longer requires completion.

Note

When a Tasks status is Completed or Cancelled, it remains in the Task List, but no longer appears on the assignees Assignments page.

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Task List Workspace

Editing a TaskYou edit Tasks to indicate the start or completion of a Task assigned to you or to add comments about the Task. You can edit information on a Task page if you are the Task Lists creator, a Coordinator of the Project where the Task is located, or the user to whom the Task has been assigned. To edit a Task: 1. 2. 3. Tip Click the name of the Task you want to edit. On the Task page, change the Task information. Click the Update Task button. You can also edit a Task by clicking its Functions icon, and then choosing Edit.

Adding a MilestoneA Milestone can be used to associate a Task with a date or particular stage of a Project. To add a Milestone: 1. 2. Click the name of the Task List to which you want to add a Milestone. Click Milestone on the Add New Item menu.

3. 4.

To provide a name other than the default name for the Milestone, type it in the Name field. To provide a description for the Milestone, type it in the Description field.

5. Click a month, date, year, and time in the Target Date drop-down lists to specify the target date. 6. To modify the Categories or Attributes associated with the Task List, click the Edit button. For more information about Categories and Attributes, see Livelink Online Help.

Working with Tasks

43

Task List Workspace

7. 8.

To place the Task List a different container, click the Browse Livelink button, navigate to the container, and then click its Select link. Click the Add Item button.

Modifying Milestone Dates

Once you have created your Milestone, you can assign it current and actual dates. To assign current and actual dates: 1. 2. Click the Task List for which you want to add or edit dates. Click the Edit icon .

3. Click a month, date, year, and time in the Current Date or Actual Date drop-down lists.

4.

Click the Update button.

Adding a Task Group

You can organize Tasks in a Task List by storing a group of related Tasks in a Task Group, a container inside a Task List. They can be given separate milestones, be assigned to different people, and take place at various stages within a project. To add a Task Group to a Task List: 1. 2. Click the name of the Task List to which you want to add a Task Group. Click Task Group on the Add New Item menu.

3. 4.

To provide a name other than the default name for the Task Group, type it in the Name field. To add a description of the Task Group, type it in the Description field.

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Livelink QuickStart for Users

Task List Workspace

5. To add a Milestone to the Task Group, click it in the the Default Milestone for Tasks drop-down list. 6. To modify the Categories or Attributes associated with the Task List, click the Edit button. For more information about Categories and Attributes, see Livelink Online Help. Click the Add Item button.

7.

Working with Tasks

45

Task List Workspace

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Livelink QuickStart for Users

Chapter 6

Working With Discussions and Polling

A Discussion is a container that provides a medium for a group of Livelink users to share thoughts and information. You can add a Discussion to most types of containers. A Poll enables Livelink users to participate in the decision-making process by voting on specific issues.

Working With Discussions and Polling

47

Discussions

DiscussionsDiscussions contain Topics and Replies, which are useful for tracking ideas and decisions made during the course of a Project. Discussions are most often added to Projects, but you can them to any Livelink location, if you have the Add Item permission for that location.

Adding a DiscussionTo add a Discussion: 1. 2. Click Discussion on the Add New Item menu. To provide a name other than the default name, type it in the Name field.

3. 4.

To add a description of the Discussion, type it in the Description field. To modify the Categories or Attributes associated with the Task List, click the Edit button. For more information about Categories and Attributes, see Livelink Online Help. To place the Discussion in a different container, click the Browse Livelink button, navigate to the container, and then click its Select link. Click the Add Item button.

5. 6.

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Livelink QuickStart for Users

Discussions

Adding a TopicTopics narrow the focus of a Discussion to a specific issue. For example, a Livelink user may want to add a Topic about sales figures of a specific diamond type to a Discussion on jewelry sales. When you post a Topic to a Discussion in a Project, anyone with access to the Project can view it, but only the coordinators and members can submit a reply. In other locations, your Livelink Administrator or the user who created the container where the Discussion is located determines who can access it. To add a Topic to a Discussion: 1. 2. 3. Click the Discussion to which you want to add a Topic. Click the Post Topic button . To provide a title for the Topic other than the default title, type it in the Subject field.

4.

Type the text of your Topic in the Comments field.

5. To attach a Livelink item, click the Browse Livelink button, navigate to the item, and then click its Select link. 6. To attach a file from your desktop, click the Browse button, locate the file, click its name, and then click the Open button. 7. Click the Submit button.

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49

Discussions

Displaying a DiscussionYou can customize the display of Discussion Topics and Replies. To display a Discussion: 1. 2. Click the Discussion name. Click the time period you want to view the threads of a Discussion.

3.

Click one of following radio buttons:

Nested View, which displays Topic and Reply information, such as subject, author, and date and time of creation, in a single line of text. In this view, all Topics and Replies contained in the Discussion are indented one level. Replies to Replies are indented additional levels. Report View, which displays the Topic and Reply information in column headings, instead of indented lines of text. When you click on a column heading, it reorganizes the display on that specific column.

4.

Select one of the following radio buttons: Topics Only, which displays only Topics. Unread Only, which displays all the unread Topics and Replies.

All, which displays all Topics and Replies, including those that you have already read. To display a Discussion Topic or Reply: 1. 2. Click the Discussion name. Click the Topic or Reply that you want to display.

The Current Selection icon points to the subject of the thread (a series of Topics and Replies related to a common subject) for the item currently displayed. The previous and next Topics are displayed adjacent to the thread. Note While you view a Topic or Reply, click an attachments link to view it. Items with attachments are marked with a paperclip icon .

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Livelink QuickStart for Users

Discussions

Replying to a Topic or Reply

To reply to a Topic or a Reply: 1. On the page displaying the Topic or Reply to which you want to respond, click the Post Reply button. 2. Type a title for the Reply in the Subject field.

3. 4.

Type your reply in the Comments field. To attach another Livelink item, click the Browse Livelink button, navigate to the item, and then click its Select link.

5. To attach a file from your desktop, click the Browse button, navigate to the file, click its name, and then click the Open button. 6. Click the Submit button.

Marking as ReadIf you select the Unread Only radio button, you may want to mark older Post Topics on a Discussion as read, even if you havent read them, so that you see only the more recent Topics and Replies. You can mark all current Discussion items as read by clicking the Mark Read button.

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51

Polling

PollingA Livelink Poll enables users to solicit and provide feedback on issues by putting them to a vote. By default, all Livelink users can create a Poll. The creator of a Poll can also grant other users the permission to modify it. Creating a Poll in Livelink occurs in two phases; you must first add the Poll to Livelink, and then edit the Polls information. A Poll can include more than one question, and each question can have multiple choices. The creator of the Poll can allow voters see the results before voting and add anonymous comments while voting. A Poll is an attachable item type, which means you can attach it to a News object, a Discussion Topic or Reply, or a Task, giving other users ready access to the Poll. For example, attaching a Poll to a Discussion enables users to access the Poll by clicking its link in the Attachments section on the Discussion page.

Adding a PollTo add a Poll: 1. 2. Click Poll on the Add New Item menu. To provide a name for the Poll other than the default name, type it in the Name field.

3. 4.

To add a description for the Poll, type it in the Description field. To modify the Categories or Attributes associated with the Task List, click the Edit button. For more information about Categories and Attributes, see the Livelink User Online Help. To place the item in a location other than that which appears in the Create In field, click the Browse Livelink button, navigate to a container, and then click its Select link. Click the Add Item button. After you add the Poll to Livelink, you must edit it to create its contents.

5.

6.

Note

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Livelink QuickStart for Users

Polling

Editing a PollNote If you edit the poll after votes have been cast, a message warns you that all previous votes will be deleted when you save your changes.

To Edit a Poll: 1. 2. Click the Polls Functions icon, and then choose Edit. To change the Polls name, type it in the Name field.

3.

To add instructions for the Poll, type them in the Instruction field.

4. Click the dates you want the poll to be active in the Effective Date and Expiration Date drop-down lists. Note 5. The Effective Date field must have a date in it in order for users to cast their votes.

In the Poll section, do the following: Type a question in the Question field. and

Type answer choices for the question in the Choices field. Use the buttons to add or delete questions and answer choices.

To specify the method that users will cast thier votes, click the Radio Button or Checkbox radio button in the Choice Selection area. Radio buttons allow users to choose only one answer choice, check boxes allow users to choose multiple answer choices. 6. Select one or both of the following check boxes:

Working With Discussions and Polling

53

Polling

Allow viewing the results before voting, which a allows voters to see the Polls results before casting their vote. Allow anonymous comments, which allows voters to submit anonymous comments. 7. To display an image on the Polling pages, click the Browse Livelink button, navigate the the image, and then click its Select link. To add alternative text to the image, type it in the ALT Text field. 8. Click the Submit button.

Voting in a PollIf the Polls creator allows it, you can view the results of the votes that have been cast so far before you vote by clicking the View Results link. If allowed, you can also add comments by typing them in the Comments field at the end of the Poll. To vote in a Poll: 1. 2. Click the Poll name. For each question, click the radio button or select check boxes to vote. Tip 3. Radio buttons allow you to choose only one answer choice, check boxes allow you to choose multiple answer choices.

Click the Submit button.

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Chapter 7

Working with Projects

A Livelink Project is used to help a team of people collaborate on work projects. The Project Workspace is a container that stores items added by participants in a Project. Team members can access and share information, manage work assignments, organize the items that make up a Project, and communicate daily activities with other team members using a Discussion. You can add any type of Livelink item to help keep your Project organized and Project participants communicating and collaborating on a regular basis. Note Participation in a Livelink Project depends on the Project participants role. Depending on your role, you may not be allowed to perform some of the procedures described in this chapter. For a definition of Project roles, see Project Roles, page 56.

Working with Projects

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Project Roles

Project RolesAll participants in a Project have a role. Each role, as described in Table 7-1, is given a set of default privileges, which enable that type of user to perform a specific set of functions. A Project Coordinator can change the default privileges for any role, giving other Coordinators, Members, and Guests additional capablities. Table 7-1: Project RolesRole Coordinator Description Serves as a Projects leader. Coordinators can establish access privileges for a Project, define permissions for team participants, and edit the Project participant list. They can also change Project roles and add and modify all items contained in a Project. A Project can have more than one Coordinator. Participates in a Project. Members can add and modify all items in a Project. However, Members are only allowed to delete the items that they add. Can see all items in a Project, but cannot modify them.

Member

Guest

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Using the Project Creation Wizard

Using the Project Creation Wizard

Livelink uses an intuitive wizard to help you set up a Project. You can use the wizard to create Projects from scratch using a four phase process. Each time you complete a phase and move to the next one, the current sections tab becomes highlighted. The wizard also allows you to create Projects based on Project Templates. For more information about Project Templates, see Creating a Project Template, page 62.

General InfoThe first phase establishes the Projects name and description, and determines whether you want to create a new Project from a blank Template or use an existing Template. To add a Project: 1. 2. Click Project on the Add New Item menu. To provide a name for the Project other than the default name, type it in the Name field.

3. 4.

To add a description of the Project, type it in the Description field. Do one of the following: To create the Project from scratch, click the Blank Project radio button. To use an existing Template, click the Template radio button, click the Browse Livelink button, navigate to a Project Template, and then click its Select link.

5.

To modify the Categories or Attributes associated with the Task List, click the Edit button. For more information about Categories and Attributes, see Livelink Online Help. To add the Project to a different location, click the Browse Livelink button, navigate to a container, and then click its Select link.

6.

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Using the Project Creation Wizard

7.

Do one of the following: Click the Finish button. Click the Next button to continue to the Content page.

ContentThe second phase sets the status indicator, establishes start and end dates and allows you to add general information for missions, goals, objectives, and initiatives. You can also add common items, such as Discussions, Task Lists, or Channels. To add content information (continuing from the General Info page): 1. 2. 3. To change the Projects status, click a status in the Status drop-down list. Click a month, day, and year in the Start Date and Target Date drop-down lists. To specify a mission statement, goals, objectives, or initiatives, type them in the respective text field: 4. Mission Goals Objectives Initiatives

To add a Discussion, Task List, or Channel to the Project, select the appropriate check box in the Options section. Note If you are creating a Project from a Project Template, the Options section does not appear. If the Project Template contains Name Substitution information, the labels from the Name Substitution Info page appear in this section. You can choose a different Project as the source by clicking the Browse Livelink button, navigating to the Project, and then choosing its Select link.

5.

Do one of the following: Click the Finish button. Click the Next button to continue to the Participants page.

ParticipantsDuring the third phase, you add internal and external participants to the Project. You can also set up Public Access and establish which participants recieve e-mail Notifications. To add participant information (continuing from the Content page): 1. In the Participants section, click one of the following radio buttons: Not now..., to add participants at a later time. Inherit Participants..., to add the participants whose permissions are based on the Projects container.

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Add..., and then do the following: To add participants, click the Add Participants link. To modify the role or remove an existing participant, click the Edit Participants link.

2.

In the Public Access section, click one of the following radio buttons: Enabled, which allows the entire Livelink community to view the Project. Disabled, which allows only the Project participants to view the Project.

3. 4.

To send an e-mail Notification to the Project participants to advise them of their role, select the appropriate radio buttons in the E-mail Notification section. Do one of the following: Click the Finish button. Click the Next button to continue to the Presentation page.

PresentationThis phase allows you to specify Featured Sub-Items and banner information in the Project Workspace. To set Project Workspace settings (continued from the Participants page): 1. To specify the number of Featured Sub-Items that appear as links below a Featured item, click the appropriate radio button in the # of Featured Sub-Items field. 2. To specify information in the 1st Banner or 2nd Banner sections, do the following: To add an image, click the Browse Livelink button, navigate to an image, and click its Select link. 3. To add a description for the image, type it in the ALT Text field. To link the image to a Website, typ a URL in the Target URL field.

Click the Finish button

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Modifying Participant Information

Modifying Participant Information

After you have created a Project, you can add and remove participants, change their user role, and set up e-mail Notification and modify e-mail addresses.

Adding Project Participants

5. On the Project Add-Participants page, click a search method in the Find drop-down list.

6. 7.

Type your search term in the starts with field. Click the Find button. Livelink performs a case-insensitive starts with search. For example, typing a last name in the Last Name field displays information about Livelink users whose last name begins with an uppercase or lowercase with letter. A blank field retrieves all records of the type selected.

8. Click a role in each users Role drop-down that you want to add as a Project participant. 9. Click the Submit button. 10. The names and roles of the new participants appear in the left frame of the Project Add Participants page. 11. Click the Done button.

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Modifying Participant Information

Changing the Role of a Project Participant

A Project Coordinator can change the roles of Project participants and remove participants from the Project. To change the role of Project participants or remove participants: 1. 2. 3. 4. 5. Click Projects on the Personal menu. Click a Project name. Click Participants on the Project menu. Click the Edit Participants button . For each Livelink user or group you want to edit, do one of the following: To change the participants role, click a different role on the Role drop-down list. To remove a participant, select the Remove check box in the Actions column.

6.

Click the Submit button.

E-mailing Project Participants

If you want to notify Project participants of any Project-related issue, you can e-mail them all simultaneously. To send an e-mail to all Project participants: 1. 2. 3. 4. 5. 6. 7. Click Projects on the Personal menu. Click a Project name. Click Participants on the Project menu. Click the E-mail Participants button. To edit any addresses, do so in the Addresses field. Click the Mail button. Use your e-mail software to compose and send the e-mail.

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Creating a Project Template

Creating a Project Template

You can create a Project in Livelink using a Template, which contains information and items, such as Folders, Sub-Folders, Documents, and Tasks, from a previous Project. Project Templates make the Project creation process simple by pre-populating fields in the Project Creation Wizard, which derives its informatin from an original Project. To create a Project Template 1. 2. Click a Projects Functions icon, and then choose Make Template. To provide a name for the Project Template other than the default name, type it in the Name field.

3. 4.

To add a description for the Project Template, type it in the Description field. In the Source section, do one of the following: To specify the current Project as the source from which you are creating this Template, click the Project radio button. If you want to choose a different Project as the source, click the Browse Livelink button, navigate to a Project, and then click its Select link. To specify another Projects XML file as the source for this Template, click the File radio button, click the Browse button, navigate to the Projects XML file, and then click the Open button.

5.

To modify the Categories or Attributes associated with the Task List, click the Edit button. For more information about Categories and Attributes, see Livelink Online Help. To add the Project Template to a different container, click the Browse Livelink button, navigate to the container, and then click its Select link. Click the Add Item button.

6. 7.

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Exporting a Project Template

If you have the proper permission, you can export a Project Template as an XML file to your desktop, which preserves the Templates content and item information. To export a Project Template: 1. 2. Click a Project Templates Functions icon, and then choose Export Template. Save the XML file to a location on your computer.

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Creating a Project Template

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Chapter 8

Working with Notifications

Notification is a feature that notifies you when specific Livelink items change, or when specific events occur. You only recieve Notification reports on items for which you have the View permission.

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Notification Reports

Notification ReportsEach user is assigned a set of default Notification reports called Group Notification reports. These reports are configured for the Livelink user group to which you are added. Setting Notification for a group enables your Administrator to automatically deliver Notification reports to new users. If you modify your Personal Notification reports, you will no longer receive the default reports for groups to which you belong. Note The procedures in this chapter are written for Personal Notification reports. However, if you are a Coordinator of a Project, you can perform the same procedures for Project Notification reports from the Project menu.

Personal Notification Report

This report keeps you up to date on activity occuring in Livelink. For example, you can set Notifications to inform you when a Task appears in your Task List, or when a Document is added to a specific Folder. You can view Personal Notification reports on the Personal Notification page, or you can have them delivered to your e-mail address. To view a Notification report: 1. 2. 3. 4. Choose Notification on the Personal menu. Click the tab of the report that you want to view. Click the name of the item you want to view information about. To remove the report, click the Clear Selected Report button.

Project Notification Report

This report informs you of changes happening inside a specific Project Workspace. For example, you can set a Notification to inform you when a new member is added to a Project. Project Coordinators, Members, and Guests can view the Project Notification report, but cannot have the report delivered to their e-mail address. Note Project Coordinators are the only users who can modify Notification interests and settings for a Project. For more information about modifying Project interests and settings, see the Livelink User Online Help.

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Notification Reports

Clearing Notification reports

If you have specified e-mail delivery of a Notifications report, its listing in Livelink is automatically cleared at the time the e-mail is sent. If you have not enabled e-mail delivery of a report, you should frequently clear each report, so that the reports do not become exessively long. To clear the contents of a Notification report: 1. 2. 3. Choose Notification on the Personal menu. Click the tab of the report that you want to clear. Click the Clear Selected Report button .

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Setting Notifications

Setting NotificationsThere are two steps involved in setting Notification. First you must modify a reports settings, and then you must modify its interests.

Modifying the Notification Settings

Notification settings determine how often you receive Notification about certain events. On the Personal Notification Settings page, you can also specify if you want reports delivered via e-mail. To modify a Notification reports settings: 1. 2. 3. 4. Choose Notification on the Personal menu. Click the tab whose settings you want to modify. Click the Modify Settings button . To rename the report, type a new name in the Report Name field.

5.

If you are checking your Notification reports from Livelink, do the following: Select the Open a new HTML browser window when selecting links check box to display selected entries in a separate browser window. When you close the window, you return to the Notifications report page. If this check box is cleared, the selected entries appear in the same browser window as the Notification report. To return to the report, click your browsers Back button.

6.

If you want the report delivered to your e-mail address, select the E-mail Delivery check box, and then type your e-mail address in the E-mail Address field.

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Setting Notifications

7.

Click one of the following in the E-mail Contents drop-down list: Plain Text Body Only, which sends messages without links to Livelink items. HTML Body Only, which sends messages with links to the Livelink items specified in your Notifications report. Note Do not choose this option if your e-mail cannot convert HTML tags into hyperlinks, or your report is displayed as HTML source code.

Plain Body with HTML attachment, which sends messages with an attached HTML icon linked to the Livelink page containing your Notifications report. 8. In the On these days, At these hours, and At these times sections, select the appropriate check boxes to set the times you want Notification reports to be generated. Click the Submit button.

9.

Modifying the Notification Interests

After you specify which days and times you want Notification reports generated, you choose the interests for which you want to be notified. Interests are the events or types of activities that you want to monitor. Notification reports monitor two types of interests: General, applies to the entire Livelink Workspace, and notifies you when certain types of activities occur. For example, if you set a general interest to notify you once per hour when items are added, you receive a report every hour that informs you of every item added to Livelink in the past hour. Specific, applies to specific items within Livelink, and notifies you when changes occur to them, such as when a specific Document is modified. To define general interests: 1. Choose Notification on the Personal menu, and then click the Modify Interests button 2. .

Do one of the following for each item: Choose <None> if you do not want to be notified of the event. Choose the name of the report that you want to notify you of the change.

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Setting Notifications

3. Tip

Click the Submit button.

You can update a specific interest item by clicking its link.

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Setting Notifications

To define specific interests: 1. 2. Click an items Functions icon, and then choose Set Notification. Do one of the following for each item: Choose <None> if you do not want to be notified of the event. Choose the name of the report that you want to notify you of the change.

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Setting Notifications

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Chapter 9

Getting HelpIn addition to this guide and the Livelink Online Help, classes and Web-based tutorials are available. For more information about Livelink training, visit http://www.opentext.com/ training/.

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Accessing Online Help

Accessing Online Help

Two types of Online Help are available in Livelink: context sensitive help and a Table of Contents. Context sensitive help is help for individual pages. You access this type of help by choosing For This Page on the Help menu. The Table of Contents, the Livelink Help Contents that appears in the left frame of the help window, displays all the help pages in an expandable list. You access this type of help by choosing Contents on the Help menu, and then clicking the link of the help page you want to view. You access any of the help pages in the Table of Contents by clicking the help page link. You can expand any of the levels by clicking the icon.

Figure 9-a: Livelink Online Help

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Accessing Online Help

Searching HelpIf your Administrator has created a Help Index, you can search Livelink Online Help. A search field indicates that a Help Index is available. To search the Livelink Online Help: 1. 2. Choose either Contents or For This Page on the Help menu. Type the word or phrase for which you want help on in the Search field.

3.

Click the Search button.

The results are displayed in order of relevance. You can view any of the help topics by clicking the topics name.

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Accessing Online Help

The About Livelink Page

The About Livelink page provides general information about Livelink modules, such as the Workspaces and help. Each topic contains links to more detailed information. the About Livelink page also provides links to the Open Text Web site and e-mail address. To access the About Livelink page, choose About Livelink on the Help menu.